5TH ASIAN & OCEANIC IRPA REGIONAL CONGRESS ON …€¦ · radiation safety and protection to join our Australian and international audience. We look forward to your involvement

SPONSORSHIP & EXHIBITION PROSPECTUS

5TH ASIAN & OCEANIC IRPA REGIONAL CONGRESS ON RADIATION PROTECTION

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INVITATION TO SPONSORIt is my privilege and great pleasure, as Convenor on behalf of the Australasian Radiation Protection Society, to invite you to the 5th Asian & Oceanic IRPA Regional Congress on Radiation Protection - AOCRP5 - in Melbourne, Australia during 20-23 May 2018.

AOCRP5 follows on from extremely successful previous Asian and Oceanic Association for Radiation Protection Congresses in Seoul (2002), Beijing (2006), Tokyo (2010) and Kuala Lumpur (2014).

This Congress will be the international meeting for 2018 in the Asia-Pacific Region and offers the opportunity to meet and discuss radiation safety matters in all areas of application of ionizing and non-ionizing radiation. Radiation safety professionals face continuing challenges with evolving standards, increased proliferation of complex radiation technologies, such as medical sector radiation applications, in an environment of tight resources and increased regulatory scrutiny. The 2018 Congress will offer the opportunity for face to face discussion in all areas of our profession.

We are seeking the support of Governments, industry and organisations with an involvement in radiation safety and protection to join our Australian and international audience.

We look forward to your involvement.

Associate Professor Brad Cassels, Convenor

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ARPS 2017

6-9 August 2017

Novotel Wollongong, NSW

AOCRP5 2018

20-23 May 2018

Melbourne Convention and Exhibition Centre, VIC

ICRP 2019

Dates to be confirmed

Australasian Radiation Protection Society has a diverse series of events planned over the next three years. These are all important to the promotion and development of radiation protection in Australia and New Zealand. Your support will be vital to the success of these events. Our approach to these events is to strengthen our profession to the benefit of everyone involved in the use of radioactive materials and radiation. A vital requirement is to provide full recognition to sponsors and supporters of ARPS as host of these scientific meetings.

We would welcome discussion from organisations who are interested in pursuing a longer-term partnership across these significant events.

Cameron Jeffries President, Australasian Radiation Protection Society

AOCRP5 2018Melbourne 20-23 May 2018

The 5th Asian and Oceanic IRPA Regional Congress will be held in Melbourne from 20 to 23 May 2018. This is an exciting opportunity to develop our relationships with the Asian region. There are a number of IRPA member societies within Asia who are actively working to promote radiation protection. The IRPA Regional Congress is a unique opportunity to showcase radiation protection in Australia and New Zealand to leading radiation protection professionals from Japan, Korea, China and Malaysia. ARPS will also promote the Congress in Indonesia, India and the Philippines. Supporters and participants in the Congress will be able to demonstrate their capabilities in radiation protection and build relationships within the region.

ICRP 2019ARPS plan to host the 5th International Symposium of the International Commission on Radiological Protection in the second half of 2019. The Symposium is where the ICRP committees present their current work activities. The program will focus on radiation protection matters that are important in our part of the world. Participants will be able to provide feedback on the system of radiological protection and the issues that are important within our region. Supporters of the Symposium demonstrate their support for the development of the highest standards in radiation protection.

The annual ARPS Meeting will be held in conjunction with the ICRP Symposium. We will also hold a Congress in the second half of 2018 to ensure continuity of normal ARPS activities.

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SPONSORS EXHIBITORS

2016 ARPS SPONSORS & EXHIBITORS

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• Engage and connect with professionals involved in Australia’s radiation protection industry.

• Demonstrate your organisation’s commitment to best practice health safety management.

• Engage and connect with radiation protection professionals from Japan, Korea, China, Malaysia and other parts of the region.

• Receive exposure and capitalise on pre and post Congress promotional opportunities.

• Generate leads for new business.

• Increase your brand awareness and profile amongst industry leaders and peak body representatives, opinion shapers and professionals working within the radiation protection industry.

• Build long term relationships with potential and existing customers.

• Align your organisation with leading universities and organisations from the radiation protection industry

• Develop key relationships with other sponsors and exhibitors.

• Interact with delegates in a fun, social and dynamic environment.

DELEGATE PROFILE BY ORGANISATION TYPE

REASONS TO SPONSOR/EXHIBIT

Government 40%

Educational institute/University 23%

Company 22%

Mining and Resources 8%

Hospital/Healthcare 4%

Non-profit Organisation 3%

FAST FACTS

• 20-23 May 2018

• Melbourne Convention & Exhibition Centre

• 300+ dedicated radiation protection professionals from across Australia, New Zealand and Asia**

• Three days of scientific presentations, IRPA Associate Societies Forum, two social events, Refresher Courses

** Expected delegate numbers are based on historical fact and are not guaranteed

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Packages are linked to the investment in the profession of Radiation Protection and events within the Congress program. All prices shown are in $AU and are inclusive of GST.

INVESTMENT PACKAGES AT A GLANCEPlatinum Partner $ 50,000

Gold Partner $ 35,000

Silver Partner $ 20,000

Congress Dinner $ 15,000

Barista Cart $ 15,000

Bronze Partner $ 12,500

Satchel Sponsor $ 10,000

Congress Supporter $ 5,500

Keynote Sponsor $ 5,000

Session Sponsor $ 4,000

Speakers’ Lounge Sponsor $ 3,300

Writing Materials Sponsor $ 3,300

Trade Exhibition Booth $ 4,400

OVERVIEW OF PACKAGES

Kim Murray Sponsorship & Exhibition

Leishman Associates Phone: +61 3 6234 7844 Email: [email protected]

TO PARTNER WITH US CONTACT:

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PLATINUM PARTNER $50,000 (ONE ONLY)Benefits• Known as the Platinum Partner of the 5th Asian & Oceanic Regional Congress on Radiation Protection

• Opportunity to meet with key members of the International Radiation Protection Association during a formal dinner to be held on Saturday 19 May 2018. This entitles the Platinum Partner to invite up to six representatives to foster trade discussions

• An opportunity to address the full delegation in a 20 minute presentation in the plenary session

• Sponsorship of one Keynote Speaker on Day 1

• Verbal recognition as the Keynote Speaker Sponsor by the Congress chair, both at the commencement and conclusion of the Keynote address

• Sponsorship of a Concurrent Session

• Recognition as sponsor of the Congress Program

• Ongoing recognition as the Platinum Partner, both prior to and during the Congress

• Recognition as the Platinum Partner in Congress promotional material, including program, venue signage, handbook, Smart App and website

• One 6m x 2m trade exhibition booth with furniture package to the value of $1,500

• Six full Congress registrations including daily catering and attendance to the full Congress, as well as the Welcome Reception and Congress Dinner

• Full page advertisement in the Congress Handbook (finished art supplied by sponsor), positioned on the inside front cover

• Logo recognition throughout the Congress – in all plenary sessions

• Prominent web banner on the Congress website www.aocrp-5.org

• Delegate list – supplied in accordance with Australian Privacy and Anti-Spam Legislation prior to the Congress

• Two satchel inserts

With a substantial investment like this, we understand the need to deliver the highest return on investment possible. We encourage you to speak with us further to ensure that the benefits included in this sponsorship package are in line with your corporate marketing strategy.

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GOLD PARTNER $35,000 (ONE ONLY)Benefits• Known as the Gold Partner of the 5th Asian

& Oceanic Regional Congress on Radiation Protection

• Exclusive sponsor of the Welcome Reception

• Sponsorship of one Keynote Speaker on Day 2 with verbal and electronic recognition

• Sponsorship of a Concurrent Session with verbal and electronic recognition

• Recognition as a Gold Partner in Congress promotional material, including program, venue signage, handbook, Smart App and website

• Company logo and profile in the Congress Handbook, Smart App and website (including link)

• One 6m x 2m trade exhibition booth with furniture package to the value of $1,000

• Four full Congress registrations including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner

• Opportunity to welcome guests to the Welcome Reception or Congress Dinner (5 minutes max)

• Logo featured on menus, signage related to these events

• Opportunity to provide a small branded gift for each delegate at the event (to be provided by partner)

• Full page advertisement in the Congress Handbook (finished art supplied by partner)


• Two satchel inserts

SILVER PARTNER $20,000 (TWO ONLY)Benefits• Known as one of two only Silver Partners of

the 5th Asian & Oceanic Regional Congress on Radiation Protection

• A choice to sponsor either the Congress Name Badge & Lanyard or the Refreshment Break

• Sponsorship of a Concurrent Session with verbal and electronic recognition

• Recognition as a Silver Partner in Congress promotional material, including program, venue signage, handbook, Smart App and website


• One 3m x 2m trade exhibition booth with furniture package to the value of $750

• Three full Congress registrations including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner

• Full page advertisement in the Congress Handbook (finished art supplied by sponsor)


• One satchel insert

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AOCRP-5 CONGRESS DINNER $15,000 (ONE ONLY)Benefits• Exclusive sponsorship and naming rights to the

2018 Congress Dinner

• 4 x registrations including daily catering, Welcome Reception and Conference Dinner

• Recognition as the exclusive AOCRP-5 Congress Dinner sponsor in all conference promotional material, including conference program and venue signage*

• Company logo and profile in the conference handbook, Smart App and website (including link)

• Full page advertisement in the conference handbook (artwork to be supplied by sponsor)

• Sponsor’s own signage prominently displayed at the dinner venue (maximum of two pull up banners to be displayed)

• One 3m x 2m trade exhibition booth

• Two full conference registrations including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner

• Four tickets to the Congress Dinner

• Logo featured on menus, dinner tickets and any other dinner-related collateral

• Opportunity to provide a small branded gift for each delegate at the dinner (to be provided by sponsor)

• Delegate list – you will be provided with a list of names, organisation, position, city and country in accordance with Australian Privacy and Anti-Spam legislation prior to the Congress


BARISTA SPONSOR $15,000 (TWO ONLY)Benefits• Exclusive sponsorship of one of two AOCRP-5

Barista Carts

• Company logo and profile in the conference handbook, mobile app and website (including link)

• Logo recognition in all conference promotional material, including conference program and venue signage

• Opportunity to brand the barista cart area. For example, provide extra furniture (funded by sponsor) or promotional attire (apron and cap) for staff to wear to further promote your brand

• Opportunity to place promotional items at the barista cart (materials to be provided by sponsor)

• Opportunity to display signage in the barista cart area (sponsor to supply signage. Maximum of 2 pull up banners to be displayed)

• One 3m x 2m exhibition booth


• Half page advertisement in the Congress Handbook (artwork to be supplied by sponsor)



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SATCHEL SPONSOR $10,000 (ONE ONLY)Benefits• Exclusive sponsorship of the AOCRP-5 Satchel

with your company logo placed on the delegate satchels alongside the conference logo

• Company logo and profile in the conference handbook, mobile app and website (including link)

• Logo recognition in all conference promotional material, including conference program and venue signage

• Opportunity to display one pull-up banner at the venue

• One 3m x 2m exhibition booth


• Half page advertisement in the Congress Handbook (artwork to be supplied by sponsor)

• Exhibitor promotional opportunity (i.e. a competition run to encourage delegates to visit the exhibitors)



BRONZE PARTNER $12,500 (THREE ONLY)Benefits• Known as one of three only Bronze Partners of

the 5th Asian & Oceanic Regional Congress on Radiation Protection

• A choice to sponsor either the Post Conference Tour, Breakfast Workshop or Congress WIFI

• Recognition as a Bronze Partner in Congress promotional material, including program, venue signage, handbook, Smart App and website


• One 3m x 2m trade exhibition booth

• Two full Congress registrations including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner

• Half Page advertisement in the Congress Handbook (finished art supplied by sponsor)



SOLD

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KEYNOTE SPEAKER SPONSOR $5,000 (TWO ONLY)Benefits• Exclusive sponsorship of one Keynote Speaker

presentation at the Congress

• Verbal recognition as the Keynote Speaker Sponsor by the Congress Chair both at the commencement and conclusion of the Keynote address

• Sponsor’s logo displayed at the commencement and conclusion of the keynote address

• One full Congress registration including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner

• Logo recognition as a Keynote Speaker Sponsor in all Congress promotional material, including Congress Handbook and signage*


• Quarter page advertisement in the Congress Handbook (finished art supplied by sponsor)



Opportunity to Upgrade for an additional $1,000 to include a one 3m x 2m trade exhibition booth

CONGRESS SUPPORTER $5,500 (THREE ONLY)Benefits• Exclusive sponsorship of one day’s refreshment

break during the Congress (morning and afternoon refreshments, and lunch)

• Logo recognition as a Congress Supporter in all Congress promotional material, including Congress Handbook and signage*


• Sponsor’s logo displayed on each catering table at the sponsored break

• Sponsor verbally acknowledged by Chair prior to or directly after sponsored break

• One 3m x 2m trade exhibition booth for an additional $1,000



SOLD

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SPEAKERS’ LOUNGE SPONSOR $3,300Benefits• Exclusive sponsorship of the Speakers’ Lounge

• Logo recognition as the Speakers’ Lounge Sponsor in all Congress promotional material, including Congress Handbook and signage*


• Sponsor verbally acknowledged by Chair as the Congress Speakers’ Lounge Sponsor




SESSION SPONSOR $4,000 (SIX ONLY)Benefits• Sponsorship of a Concurrent Session

• Company logo to appear on the screen in the session room prior to and at the conclusion of the session

• Verbal recognition by the Session Chair both at the commencement and conclusion of the concurrent session

• Sponsor’s logo displayed at the commencement and conclusion of the keynote address

• One full Congress registration including daily catering and attendance to the full Congress, Welcome Reception and Congress Dinner

• Logo recognition as a Session Sponsor in all Congress promotional material, including Congress Handbook and signage*


• Quarter page advertisement in the Congress Handbook (finished art supplied by sponsor)




SOLD

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ADVERTISING PACKAGES Advertising space will be available in the Congress Handbook which will be distributed to all Congress delegates. Advertising in the Congress Handbook will provide excellent exposure for your organisation.

Outside Back Cover $ 1,250

Inside Back Cover $ 950

Full page $ 600

Half page $ 400

*The appearance of sponsors’ logos on printed materials will be subject to printing deadlines. Sponsors will be advised of deadlines upon receipt of the signed sponsorship agreement.

SATCHEL INSERTS - $500 This is your opportunity to deliver your message directly to your target market by providing a promotional item for inclusion in each delegate’s satchel. A maximum size of up to A4 with a thickness of 4 individual pages (8 printed pages) can be included OR a suitable promotional item.

WRITING MATERIALS SPONSOR $3,300Benefits• Sponsorship of Congress writing materials

(supplied by Sponsor)

• Opportunity to brand Congress writing materials (at Sponsor’s cost)

• Logo recognition as Writing Materials Sponsor in all Congress promotional material, including Congress Handbook and signage*





SOLD

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TRADE EXHIBITION STAND

Taking an exhibition booth is a great

way to position your organisation,

connect with Congress delegates and

promote your services. With the trade

exhibition area open for the duration of

the Congress, and all refreshment and

lunch breaks held in the trade area, this

maximises your opportunity to connect

with your market.

TRADE EXHIBITION BOOTH FEATURES • One 3 metre x 2 metre (2.4 metres high) shell

structure booth

• White melamine back and side walls

• Organisation name on fascia board (30 characters)

• 2 x 120w spot lights

• 1 x 4mp/100w power outlet

• Company logo and profile in the Congress Handbook and on the website (including link)

• Company logo included on venue signage and promotional materials

• One exhibitor registration including daily catering and Welcome Reception (does not include the Congress Dinner)



Please note that furniture is not included in the trade exhibition package

EXHIBITION DETAILSExhibition stands are sold per single according to the following pricing structure.

Early Bird Valid until 15 September 2017 $3,800

Standard From 16 September 2017 $4,400

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PUBLIC LIABILITY INSURANCEAustralian regulations require all exhibitors to have adequate Public Liability Insurance cover based on a limit of indemnity to the value of $10 million. This refers to damage or injury caused to a third party/visitor on or in the vicinity of an exhibition stand. Exhibitors are required to submit their Public Liability Insurance Certificate along with their booking form.

APPLIANCE TESTINGAll electrical appliances and leads used on site must comply with the Australian Standard AS/NZ 3760:2010, which requires the appliance to be inspected, tested and tagged. Items that do not comply will not be permitted to be used onsite. Electrical items such as switchboards, cables and outlet fittings must comply with the Australian electrical wiring standard AS/NZS 3000:2007, and be installed by a qualified A grade electrician. Note: Double adaptors will not be permitted onsite, instead power boards with overload cut off are permitted.

CUSTOM BUILT DISPLAYS, FURNITURE & FASCIAIf you’d like to stand out from the crowd you can customise your booth with additional furniture and features. Our exhibition partner specific contact details will be given out with the Exhibitor Guidelines. Please note, all custom built structures need to comply with the venue’s trade exhibition requirements and will require approval from the Congress Manager.

ADDITIONAL TICKETS & REGISTRATIONS Extra personnel required to staff the exhibition stand must purchase additional exhibitor registrations at $750 which includes:

• Daily catering

• Attendance at Congress sessions

• Attendance at the Congress Welcome Reception

Does not include the Congress Dinner (tickets may be purchased separately for $160 each)

This Exhibitor/ Sponsor Pass is significantly reduced from the standard delegate fee as recognition of your company’s support of the event. Please note there is a maximum of two additional exhibitor registrations per sponsor or exhibitor.

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PAYMENTPayment can be made by direct deposit or cheque to Leishman Associates

Request a tax invoice for payment

I have directly deposited funds to your account

Name of bank: Commonwealth Bank of Australia

Account name: Leishman Associates

BSB: 067 000

Account no: 1036 5932

Swift code: CTBAAU2S

Prices quoted in the package are in Australian Dollars and inclusive of GST

Yes, I have read and agree to the conditions of sale overleaf

Authorised by:

Date:

Company Name:

Contact Person:

Postal Address:

State: Postcode:

Telephone: Mobile:

Email:

SPONSORSHIP/EXHIBITION PACKAGE

Package: Value: $

CHECKLISTThese items will be used on the congress website and in the congress handbook. Please send them to [email protected] (This check list does not apply to advertising bookings).

Yes, I have provided an electronic copy of the company logo (jpg & eps files)

Yes, I have provided the company website address

Yes, I have provided 75 words of promotional text (text exceeding 75 words will be edited for length)

Yes, I have registered all of my company’s representatives who will be on site (unregistered representatives WILL NOT have access to the conference and trade exhibition area)

FOR EXHIBITORS ONLY

Yes, I have provided a copy of my company’s Public Liability Insurance Certificate (only necessary for exhibitors)

AOCRP5C/- Leishman Associates, 227 Collins Street, Hobart Tas 7000T: +61 3 6234 7844 ABN: 22 103 078 897

BOOKING FORM

To book your selected sponsorship and/or

exhibition packages please complete the

Booking Form and return to

[email protected]

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DEFINITIONSEvent means the event referred to in the Booking Application Form.

Exhibition/Sponsorship means the exhibition and/or sponsorship as detailed in the Booking Application Form.

GST means GST within the meaning of the GST Act.

GST Act means A New Tax System (Goods and Services Tax) Act 1999 (Cth) (as amended).

Us/We means Leishman Associates Pty Ltd (ACN 103 078 897) as Conference Managers representing the Conference Committee and the Host Organisation.

You means the entity submitting the Booking Application Form to sponsor and/or exhibit.

Application

You will submit the Booking Application Form for the Exhibition/Sponsorship.

Approval

The Exhibition/Sponsorship will be confirmed upon return to You of the approved Booking Application Form, together with a tax invoice for the full amount of the Exhibition/Sponsorship fee, 50% of this total is payable within 7 days. The deposit is non-refundable and will be deducted from the booking fee. Your company logo and profile will only feature on the conference website once this deposit has been paid.

Payment

Upon payment of the deposit, You will receive a tax invoice for the balance of the Exhibition/Sponsorship fee. Payment of the balance of the fee is due and payable 30 days prior to the commencement of the Event. All Booking Application Forms received within 30 days of the commencement of the Event must include full payment of the booking fee. Only once payment has been made in full will your logos and profiles be placed on Event collateral. Due to printing

deadlines, You will not be guaranteed inclusion on Event collateral if payment of the booking fee is not received 30 days prior to the Event.

All international payments must include provision for bank fees and exchange rates in the payment amount. Any outstanding balance will be required to be paid by You prior to the commencement of the Event.

Cancellation

In the event that You cancel your Exhibition/Sponsorship, your deposit will not be refunded. In the event that You cancel your Exhibition/Sponsorship more than 90 days before the Event, You will receive a 25% refund of the Exhibition/Sponsorship fee. In the event that You cancel within 90 days of the Event, You will not receive any refund. Any monies outstanding at cancellation will need to be paid in full.

Changes

Once your Exhibition/Sponsorship has been confirmed and accepted, a reduction in Sponsorship/Exhibition space is considered a cancellation and will be governed by the above cancellation policy. Reduction in space can result in relocation of your Exhibition/Sponsorship at Our discretion. Any space not claimed one hour before the Event commences and will be reassigned and no refund will be payable to You.

We reserve the right to rearrange the floor plan and/or relocate any Exhibition/Sponsorship without notice to You. We reserve the right to amend existing unsold sponsorship packages or add additional sponsorship packages as required without notice to confirmed sponsors and exhibitors.

Stands

If You intend to utilise a custom built exhibit stand, We must be advised of the full details and dimensions a minimum of six weeks prior to the commencement of the Event. All display construction requires our approval.

Assignment/Shared Packages

You are not permitted to assign, sublet or apportion the whole or any part of Your sponsorship package or booked space except upon our prior written consent. Shared sponsorship and exhibition packages will result in one set of benefits only being available to be shared by all parties involved. This includes but is not limited to logo recognition, profile inclusion, signage and registration benefits.

Insurance

Public Liability insurance to a minimum of AUD$10 million must be taken out by You. A copy of the certificate of Insurance currency must be provided to Us a minimum of four weeks prior to the commencement of the Event.

Exclusion

All information supplied to You in relation to the Event is accurate to the best of our knowledge and belief and does not constitute a warranty and any inaccuracy or mistake will not entitle You to cancel your booking without penalty. All estimates of attendee/delegate numbers attending the Event are estimates only, and You agree that We are not responsible for any discrepancy in these estimated attendee/delegate numbers.

Marketing

We will use your information to send you updates and other news about this Event. We will only pass on your information to reputable third party official contractors of the Event for the purpose of assisting you with your participation.

GST

All amounts paid or payable under these terms and conditions are inclusive of any GST which may be applicable to any supplies made by either party under this Agreement. To the extent GST is applicable to any amount paid or payable in respect of a taxable supply made under or in connection with this Agreement, subject to that party receiving a valid tax invoice for GST purposes from the other party in respect of the supply before the time of

payment.

The following terms and conditions apply to your application to sponsor and/or exhibit:-

EVENT SPONSORSHIP & EXHIBITION APPLICATION TERMS & CONDITIONS

Documents

5TH ASIAN & OCEANIC IRPA REGIONAL CONGRESS ON …€¦ · radiation safety and protection to join our Australian and international audience. We look forward to your involvement